24 Jul 2023

Saying Goodbye Professionally: The Essential Elements of a Resignation Letter

Resignation Letter | Exacta Solutions

Learn how to write a compelling resignation letter that leaves a positive and lasting impression.

Congratulations on landing that new job! It’s an exciting time, filled with possibilities and new beginnings. But before you embark on your next professional adventure, there’s a crucial step you need to take—informing your current employer about your departure.

Resigning from a job can be a nerve-wracking experience, but with the right approach, it can also be a smooth and professional transition. One of the essential components of resigning is writing a resignation letter—a concise yet impactful document that communicates key details about your leaving and sets the tone for your exit process.

Here, we’ll guide you through the key points you need to cover in your resignation letter, keeping it short, sweet, and effective. Plus, we’ll also share an example letter for you at the end to help you get started.

1. Clearly State Your Resignation Date

When it comes to stating your resignation in the letter, there’s no need to get fancy. Keep it straightforward and to the point. Begin your letter by clearly stating that you are resigning from your position. Don’t worry about providing a lengthy explanation for your decision—you may have already discussed it with your manager in person. Also, make sure to include the effective date that will mark your last day with the company. This date is crucial for your employer to plan for your departure and ensure a smooth transition.

2. Express Gratitude and Appreciation

Gratitude goes a long way, especially when it comes to bidding farewell to your employer. In your resignation letter, it’s always a good idea to express your appreciation and thank your employer for the opportunities and experiences you’ve had during your time with the company. So take a moment to reflect on the job opportunity that was given to you, the skills you’ve acquired, and the positive aspects of the company that made your journey memorable. Whether it’s the supportive work culture, the learning and development opportunities, or the amazing team you’ve had the pleasure of working with, let your employer know how much you value these experiences.

Remember, the goal here is to maintain good relations and leave on a positive note. Even if you’re excited about your new venture, expressing gratitude for the time you’ve spent with your current employer shows professionalism and appreciation. It’s a small gesture that can help keep the door open for potential future opportunities.

3. Offer Assistance for a Smooth Handover

Leaving a job doesn’t mean leaving your team high and dry. In your resignation letter, it’s important to convey your willingness to assist with the handover process. By offering your help, you demonstrate your commitment to a smooth transition and leave a positive final impression.

Let your employer know that you’re ready to tie up loose ends and finalise any urgent duties before you depart. This could involve completing tasks that were your responsibility or providing guidance to ensure the continuity of ongoing projects. Additionally, offer to inform other team members or new recruits about your core duties, ongoing projects, and the progress you’ve made. Share essential information such as where to find important documents or files that you’ll be leaving behind.

Hand in your resignation letter | Exacta Solutions4. Extend Your Best Wishes to the Company

As you bring your resignation letter to a close, it’s essential to leave a positive and supportive note for the company and your team. Express your sincere hope that the company will continue to thrive and achieve great success. Additionally, consider mentioning that you’re open to staying connected in the future. Inform them that they can reach out to you if they ever need assistance or if there are opportunities for collaboration down the line. Leaving the door open for future connections demonstrates your willingness to maintain professional relationships and support each other’s growth.

5. What to Avoid in Your Resignation Letter

When writing your resignation letter, it’s crucial to remember what not to include. Avoid delving into the details of why you’re leaving or sharing specifics about your future plans. Keep the focus on your departure from the current company and the necessary steps for a smooth transition.

Also, refrain from complaining about the company, its employees, or its practices. Your resignation letter should maintain a professional and positive tone. Venting frustrations or airing grievances will not leave a good impression and may harm your professional reputation. By adhering to these guidelines, you’ll ensure your resignation letter remains respectful, concise, and impactful.

Resignation letter template

Dear [Recipient’s Name],

I am writing to formally notify you of my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day, usually two weeks from the date of the letter].

I am grateful for the opportunities and experiences I have had during my time at [Company Name]. It has been a pleasure working with the [Team/Department Name] and being part of the [Company Name] community. I would like to express my appreciation for the support and guidance I have received from you and the entire team [Feel free to mention specific people or opportunities you had]. The knowledge and skills I have gained will undoubtedly contribute to my professional growth.

During the transition period, I am committed to ensuring a smooth handover of my responsibilities. I am more than willing to assist in any way possible, including briefing my replacement on any ongoing projects and duties.

I wish [Company Name] continued success in the future. Please feel free to reach out to me if there are any additional matters I can assist with during this transition period or beyond.

Thank you once again for the opportunity to be part of the [Company Name] family.


[Your Name]

For more career change tips and advice, check out Exacta Solutions’ Candidate Resources today.